Clinic Administrator Portal Guide

This guide walks you through the entire process of registering your clinic, from the initial application to final approval. You will receive six emails throughout this process.

Overview: Navigate to ClinicalStudyResearch.com to begin your clinic registration.

Steps:

1. Open your browser and navigate to: https://clinicalstudyresearch.com
2. On the homepage, click the Apply button.

Overview: Fill out the Clinic Registration Form with your personal and clinic information.

Steps:

1. After clicking Apply, you will be redirected to the Clinic Registration Form.
2. Fill in all required details:
   • Personal Information: Name, Email, Phone
   • Clinic Information: Clinic name, address, contact details
   • Study Focus & Procedures
3. Ensure all required fields are completed correctly.
4. Click Submit to complete your application.

Overview: After you submit, you will receive a confirmation email from CSR.

What this email confirms:

• Your application has been received
• Your application is under review

What to do:

• No action required at this stage
• Keep this email for your records

Overview: You will receive a separate email requesting that you sign an affidavit.

Steps:

1. Open the email titled "Please Sign Your Affidavit Document."
2. Click the Sign Document button inside the email.
3. Complete the required signature process as directed on screen.

Overview: The admin team will review your application, including your form and signed affidavit.

What happens:

• Admin verifies all information
• Admin checks document signatures
• If approved, you will receive two emails:
  • Approval Email (Email #3)
  • Next Steps Email (Email #4)
• If there are issues, you will not receive any notification or message.

Overview: This email confirms that your clinic application has been approved. It also includes a secure link to set your account password.

What this email includes:

Information	Description
Clinic Name	Your clinic's registered name
Clinic Code	Important identifier for your clinic
Username	Your portal login username
Role	Clinic Administrator
Password Setup Link	Secure link to create your account password

What to do:

1. Save this email. You will need these credentials and the Clinic Code for future logins to the clinic.
2. Click the password setup link inside the email.
3. Create your account password by following the on-screen instructions.
4. After setting your password, you can log in to the Clinic Administrator Portal using your email and the password you just created.
5. Do not share your username/password with unauthorized individuals.

Overview: This email provides instructions for what to do after approval.

Follow the instructions provided in the Next Steps email:

1. Log in to your account with the credentials provided in the Approval Email (Email #3), then go to the marketing page and fill out the form.
2. Visit the portal link included in this email
3. Complete required forms (e.g., IRB Participant Form, Marketing form)

Overview: You will receive additional emails requesting your signatures for two important agreements.

The documents you must sign:

Email #	Document Name	Full Name
Email #5	BAA	Business Associate Agreement
Email #6	RSA	Research Site Agreement

Steps:

1. Open each email separately.
2. In each email, click Sign Document.
3. Complete the signature process for each document.
4. Repeat for both the BAA and RSA emails.

Overview: Ensure your payment status is marked as Paid in the system.

Steps:

1. Complete the payment process.
2. Verify that your payment status is marked as Paid in the system.

Overview: Once all conditions are met, the admin will verify your submission and grant final approval.

Conditions that must be met:

After final approval:

• You can log in to your Clinic Administrator Account
• You will have full access to the Clinic Administrator Portal

This guide explains how to use your Clinic Administrator account after final approval.

Document Requirements:

Payment Requirements:

Admin Approval:

Result: You can now log in to the Clinic Administrator Portal.

Overview: Access your clinic's administrative dashboard with the credentials in your Approval Email.

Steps:

1. Go to the login page provided in your Approval Email (Email #3).
2. Enter your Email and Password.
3. After successful login, you will be redirected to the Dashboard.

Troubleshooting:

• If you cannot log in, verify that all Access Requirements (Section 11) are met
• Check that you are using the correct credentials from the Approval Email

Overview: The dashboard is your main control panel. On the dashboard, you can view key metrics for your clinic.

Key metrics displayed:

Metric	Description
Total Doctors	Number of physicians added to your clinic
Total Patients	Number of patients added to your clinic
Active Episodes	Number of active patient cases
Follow-ups	Number of pending or completed follow-ups

👉 This is your main control panel for monitoring clinic activity.

Overview: Specializations define the medical areas or types of expertise for doctors at your clinic. Before adding doctors, you must create your specializations. These will appear as a dropdown menu in the Doctor form, ensuring consistency and accurate data entry.

14.1 How to Add a New Specialization

Steps:

1. From the left sidebar, click Specializations.
2. The Specializations page will open, showing any existing specializations.
3. Locate the Add Specialization button at the top or bottom of the page.
4. Click Add Specialization.
5. A form or input field will appear. Enter the specialization name (e.g., "Pain Management Specialist", "Orthopedic Surgeon", "Neurologist").
6. Click Save or Submit.

14.2 How to View the Specializations List

Overview: After adding specializations, the system displays them in a formatted list or table so that you can see all available options at a glance.

What the list displays:

Column	Description
Specialization Name	The name you entered (e.g., "Pain Management Specialist")
Date Created	When the specialization was added
Status	Active or Inactive (if applicable)
Actions	Buttons to View, Edit, or Delete

Example of how data appears:

14.3 How to Edit an Existing Specialization

Overview: If you need to change a specialization name (e.g., to correct a typo or update the title), you can edit it at any time.

Steps:

1. From the left sidebar, click Specializations.
2. Find the specialization you want to edit in the list.
3. In the Actions column, click the Edit button (usually represented by a pencil icon ✏️ or the word "Edit").
4. The specialization name field will become editable.
5. Type the corrected or updated name.
6. Click Save or Update.

Overview: When you click the View button for a specialization, a modal window opens, displaying the specialization name and a list of all doctors assigned to that specialization. This helps you see which doctors are associated with each specialty area.

When to use this feature:

• To check which doctors are assigned to a specific specialization
• To verify specialization details before editing or deleting
• To audit doctor distribution across specialties

Steps to View a Specialization

Step	Action
1	From the left sidebar, click Specializations.
2	The Specializations page opens, showing a list of all specializations.
3	Find the specialization you want to view in the list.
4	In the Actions column, click the View button.
5	A modal window opens, displaying the specialization details.

Clinic Administrators can add medical professionals to their clinic via the portal. When someone is added, the system automatically sends a Welcome Email.

15.1 Steps to Add a Medical Professional

Overview: Add a physician to your clinic.

Steps:

1. From the left sidebar, click Doctors.
2. Click Add Doctor.
3. Fill in the required information:

   Personal Information:

   • Title (e.g., Prof., Dr.)
   • First Name
   • Last Name
   • Specialization (select from the list you created in Section 14)
   • Medical License Number
   • NPI Number

   Contact Information:

   • Email Address
   • Confirm Email Address
   • Phone Number
   • Country
4. Click Submit or Save.

15.2 Doctor Email Notification Workflow (Automatic)

The Welcome Email includes:

Information Included	Example
Clinic Name	Your Clinic's Name
Clinic Code	Unique identifier for your clinic
Username	Doctor's email address
Email Address	Doctor's email address
Role	Physician
Password setup link	Secure link to create a password

Account Setup Flow for Doctors:

1. The doctor receives the email with a secure setup link.
2. They click the link and create their account password.
3. After setup, the doctor can log in to the Doctor Portal to manage their activities.

Overview: After adding a doctor, the Clinic Administrator can upload, view, download, replace, and delete doctor-related documents. All documents are securely stored and tracked.

16.1 How to Access a Doctor's Documents

Steps:

1. From the left sidebar, click Doctors.
2. The Doctors Management table displays all doctors in your clinic.
3. Locate the doctor whose documents you want to manage.
4. Click on the Documents section.

16.2 Available Document Types

• Curriculum Vitae (CV)
• Medical License
• Malpractice Insurance
• Research Experience
• Conflict Attestation
• Ultrasound Attestation
• Other Documents

Actions Available:

• Upload documents
• View / Download uploaded files
• Replace existing documents

16.3 How to Upload a Document

Overview: Upload individual documents for each doctor. Each document type allows one file at a time (uploading a new file replaces the previous one).

Steps:

1. Navigate to the doctor's Documents section (see Section 16.1).
2. Locate the document type you want to upload (e.g., "Curriculum Vitae (CV)").
3. Click the Upload button next to that document type.
4. A file browser window opens.
5. Select the appropriate file (supported formats: PDF, DOC, DOCX, JPG, PNG).
6. The file name appears next to the upload button.
7. Click Save.

16.4 How to View a Document

Overview: After uploading, you can view the document directly in your browser (for PDFs and images) or download it to your computer.

1. In the Documents section, locate the uploaded document.
2. Click the View/Download button next to the document.
3. The file saves to your computer's default download folder.

16.5 How to Replace an Existing Document

Overview: When you need to update a document (e.g., a new CV or a renewed medical license), you can replace the old file. The system retains only the most recent version.

Steps:

1. Navigate to the doctor's Documents section.
2. Locate the document type you want to replace (e.g., "Medical License").
3. Click the Replace button.
4. Select the new file from your computer.
5. Click Save Changes.

16.6 How to View Doctor Details

Overview: Click the View button (👁️) to see complete information about a specific doctor.

Steps:

1. In the Doctors table, locate the doctor you want to view.
2. In the ACTION column, click the View button (👁️ eye icon).
3. The Doctor Details page opens, displaying all information for that doctor.

16.7 How to Remove a Medical Professional from the Clinic

Overview: If someone leaves your clinic or was added in error, you can remove them. The system displays a confirmation dialog before removing them.

Steps:

1. From the doctor's table, locate the doctor you want to remove.
2. Click the Remove or Delete button (typically at the bottom of the page or in the Actions menu).
3. A confirmation dialog appears with the following message:

   Remove Doctor from Clinic

   "Are you sure you want to remove Dr. James Lewis from your clinic?"

4. Click Yes, Remove to confirm removal.
5. Click Cancel to abort the operation.

16.8 Search Functionality in Doctors Management

Overview: Use the search bar to quickly find specific doctors by name, email, or username.

Steps:

1. Locate the Search bar at the top of the Doctors table.
2. Type any keyword (e.g., doctor name, email, or specialization).

Overview: Clinic Administrators can add, view, edit, and manage patients in the system. When a patient is added, the system automatically sends an email containing a secure password setup link.

17.1 How to View the Patients List

Overview: The Patient Management page displays a table of all patients in your clinic.

Steps:

1. From the left sidebar, click Patients.
2. The Patient Management page opens, showing a table of all patients.

What the Patients Table Displays:

Column	Description
#	Row number
PATIENT NAME	Patient's full name
EMAIL	Patient's email address
PHONE	Patient's contact phone number
AGE	Patient's age (calculated from Date of Birth)
GENDER	Patient's gender (Male/Female/Other)
ASSIGNED DOCTOR	Primary treating physician
STATUS	Active or Discharged/Inactive
ADMISSION DATE	Date the patient was added to the system
ACTION	Edit button (✏️) or View button (👁️)

Table Features:

Feature	Description
Search patients	Search bar to filter patients by name, email, or doctor
Showing entries	Displays "Showing 1 to 1 of 1 patient."
Previous/Next	Pagination buttons to navigate between pages

17.2 How to Add a New Patient

Overview: Add a patient to your clinic and assign them to a treating physician. The system automatically sends a welcome email containing a password setup link.

Steps:

1. From the left sidebar, click Patients.
2. Click the Add Patient button (usually above the table).
3. Fill in the patient details:

Patient Demographics Form Fields:

Field	Description	Required
Treating Physician	Select from your list of doctors	✅ Yes
First Name	Patient's first name	✅ Yes
Last Name	Patient's last name	✅ Yes
Email Address	Patient's email address	✅ Yes
Confirm Email Address	Re-enter email to confirm	✅ Yes
Phone Number	Patient's contact number	✅ Yes
Date of Birth	Patient's date of birth	✅ Yes
Sex	Male, Female, or Other	✅ Yes
Race / Ethnicity	Patient's race/ethnicity (e.g., White, Black, Asian, Hispanic)	Optional

4. Click Save Patient Demographics.

17.3 How to Edit a Patient (Update Demographics)

Overview: You can edit patient information at any time. However, email addresses for existing patients cannot be changed (as indicated in the form).

1. In the Patients table, locate the patient.
2. In the ACTION column, click the Edit button (✏️ pencil icon).
3. The Patient Demographics form opens with all current information pre-filled.
4. Update the necessary fields.
5. Click Update Patient Demographics.

What you can edit:

Field	Editable?	Notes
Treating Physician	✅ Yes	Can be assigned to a different doctor
First Name	✅ Yes
Last Name	✅ Yes
Email Address	❌ No	"Email cannot be changed for existing patients."
Phone Number	✅ Yes
Date of Birth	✅ Yes	Age will recalculate automatically
Sex	✅ Yes
Race / Ethnicity	✅ Yes

After Editing:

17.4 How to Search for Patients

Overview: Use the search bar to quickly find specific patients by name, email, or assigned physician.

Steps:

1. Locate the Search patients bar at the top of the Patients table.
2. Enter the keyword (e.g., patient name, email, or doctor name).
3. The table automatically filters to show only matching results.

Search Examples:

17.5 Patient Email Notification Workflow (Automatic)

Overview: When a Clinic Administrator adds a patient, the system automatically sends the patient an email.

The email includes:

Information	Description
Password setup link	Secure link to create account password

Account Setup Flow for Patients:

Step	Action
1	The patient receives the email with the secure setup link.
2	They click the link and create their account password.
3	After setup, the patient can log in to the Patient Portal to manage their activities (e.g., submit follow-up questionnaires).

17.6 How to Manage Patient Cases

Overview: From the patient record, you can add and manage the patient's clinical cases.

Steps:

1. From the Patients table, locate the patient.
2. Click the View Patient (👁️) button.
3. On the Patient Case page, click Add New Case to create a new case.

For detailed case management instructions, refer to:

• Section 18: How to Add a Patient Case
• Section 19: Case Workflow (Step-by-Step)

17.6.1 How to Delete an Entire Patient Record

Overview: If a patient leaves your clinic or was added in error, you can delete the entire patient record. A confirmation modal appears to prevent accidental deletion.

Steps to Delete a Patient:

Step	Action
1	From the left sidebar, click Patients.
2	Locate the patient in the Patients table.
3	Click the Delete button (trash icon) in the Actions section.
4	A confirmation modal appears.
5	Click Yes, Delete to confirm deletion.
6	Click Cancel to abort and keep the patient.

Overview: Create a new clinical case for an existing patient. When you add a case with a Treatment Start Date, the system automatically schedules follow-ups, sends email notifications to the patient, and alerts the doctor when questionnaires are completed.

18.1 Steps to Add a Case

1. From the Patients table, click View Patient
2. Click Add New Case
3. Fill in the required fields:

Field	Options
Treating Physician	Select from the doctor list
Case Title	Enter title
Study Focus	Wound Healing / Pain / Orthopedic
Body Area	Enter area (e.g., Knee, Spine)
Case Status	Active / Pending / Closed
Diagnosis Date	Select date
Treatment Start Date	Select date
Follow-up Interval	Weekly / Biweekly / Monthly
Description	Optional notes

18.2 Study Focus Options

Study Focus	Used For
Wound Healing	Chronic wounds, surgical wounds
Pain	Chronic or acute pain management
Orthopedic	Bones, joints, ligaments

18.3 Follow-up Interval Options

Interval	Schedule
Weekly	Every 7 days
Biweekly	Every 14 days
Monthly	Every 30 days

Note: If no interval is selected, Weekly is the default.

18.4 Schedule Date & Due Date

Term	Meaning
Schedule Date	The day follow-up is created
Due Date	Schedule Date + 3 days

Example:

Schedule Date	Due Date
April 23, 2026	April 26, 2026

18.5 Automatic Workflow (After Saving)

Step	Action
1	The system creates the first follow-up.
2	System sets Due Date = Schedule Date + 3 days
3	Email sent to patient with Due Date.
4	Patient completes questionnaire
5	Email & notification sent to the doctor
6	Next follow-up created
7	Process repeats automatically

18.6 Email Notifications

Notification	Sent To	When
Follow-up ready	Patient	When a follow-up is created
Questionnaire completed	Doctor	When the patient submits

18.7 Important Rules

Rule	Description
Treatment Start Date	Required for follow-ups
Due Date	Always 3 days after the Schedule Date
Repeat	Follow-ups continue automatically
Next Follow-up	Created only after the patient completes the current

18.6 Email Notifications (Detailed)

Email #1: Sent to Patient

Trigger: When a follow-up is created (Schedule Date)

Email #2: Sent to Doctor

Trigger: When the patient submits the questionnaire

Overview: After creating a case, click View Case. The system guides you through 9 sections in order. Each section must be completed before the next section becomes available.

Important Follow-up Logic:

Scenario	When Follow-up Creates
Treatment Start Date entered during case creation	Follow-up creates immediately
Treatment Start Date not entered during case creation	Follow-up is created when the Treatment Details page is saved

19.1 Case Workflow Tabs

The following tabs appear at the top of the case page:

Tab	Section
1	Consent
2	Baseline
3	Diagnosis & Condition
4	Treatment Details
5	Imaging Information
6	Adverse Events
7	Outcomes
8	Provider & Facility
9	Follow-Up

19.2 Tab 1: Patient Consent Document

Overview: Upload the patient's consent document. This is mandatory.

Steps:

1. Click Upload or Choose File
2. Select the consent PDF file
3. Click Save

19.3 Tab 2: Baseline Information

Overview: Enter the patient's baseline clinical data.

Sections:

Section	Information Collected
Physical Measurements	Height (Feet/Inches), Weight (lbs), BMI (auto-calculated)
Medical History	Comorbidities, Allergies, Prior Surgical Treatments, Smoking Status, Additional Notes
Medication History	Current Medications, Prior Medical Treatments

Steps:

1. Fill in all baseline fields
2. Click Save Baseline

19.4 Tab 3: Diagnosis & Condition

Overview: Add diagnosis details. Fields vary based on the Study Focus (Pain / Orthopedic / Wound Healing) selected during case creation.

Fields:

Field	Description
Condition Type	Primary diagnosis
ICD-10 Diagnosis Codes	Standard diagnosis codes
Infection Status	Present or Absent
Pain Type	Select from options (for Pain study focus)
Baseline Pain Score	VAS or NRS score 0-10 (for Pain study focus)
Notes / Comments	Additional diagnostic notes

Steps:

1. Fill in all diagnosis fields
2. Click Save Diagnosis & Condition

19.5 Tab 4: Treatment Details

Overview: Enter treatment information. This section triggers follow-up creation.

Fields:

Field	Description
Treatment Start Date	Date treatment began
Procedure Code(s)	Medical procedure codes
Product Type	e.g., Stem Cells, Exosomes
Product Source	e.g., Autologous, Allogeneic
Batch/Lot Number	Product identifier
Dose	Amount administered
Volume	Volume of product
Administration Method	e.g., Injection, Topical
Application Frequency	How often is treatment applied
Treatment Notes / Comments	Additional notes

Steps:

1. Enter or verify Treatment Start Date
2. Fill in all treatment fields
3. Click Save Treatment Details

19.6 Tab 5: Imaging Information

Overview: Upload imaging files and add findings.

Sections:

Section	Information
Type of Imaging	Select imaging modality
Timing	Baseline, Week 4, Week 8, or Week 12
Upload Imaging Files	Upload imaging files (PDF, DICOM, JPG, PNG)
Findings	Enter text OR upload findings document
Standardized Scoring	Enter text OR upload scoring document
Additional Notes	Optional clinical comments

Steps:

1. Select Type of Imaging and Timing
2. Upload imaging files
3. Enter findings as text OR upload a document
4. Enter scoring as text OR upload document (optional)
5. Click Save Imaging Information

19.7 Tab 6: Adverse Events

Overview: Record adverse events. The risks shown are based on the study's focus.

Fields:

Field	Description
Adverse Event Description	Describe the event, symptoms, onset, and progression
Severity	Select severity level
Timing	e.g., within 24h, 7 days post-treatment
Causality	Relationship to treatment
Outcomes	Describe resolution and interventions
Specific Risk Category	Select relevant risk categories
Additional Custom Risk	Enter any risk not listed

Steps:

1. Fill in all adverse event fields
2. Click Save Adverse Events

19.8 Tab 7: Outcomes

Overview: Enter treatment outcomes. Outcome measures are determined by the study focus.

Fields:

Field	Description
Pain Reduction	Percentage of pain reduction
Quality of Life	Patient-reported quality of life change
Functional Improvement	Describe improvements in function
Follow-Up Intervals	Select applicable intervals (4, 8, 12, 24, 52 weeks)

Steps:

1. Select Pain Reduction percentage
2. Select Quality of Life change
3. Enter Functional Improvement description
4. Select Follow-Up Intervals
5. Click Save Outcomes

19.9 Tab 8: Provider & Facility

Overview: Enter treatment facility and physician training information.

Sections:

Section	Information Collected
Treatment Facility	Clinic, City, State, Country, ZIP, FDA information, cGMP Certification, Consent Document, Additional Notes
Physician Training Documentation	Upload training documents (PDF, DOCX)

Buttons:

Button	Action
Reset	Clear unsaved changes
Save Provider & Facility Information	Save all data

Steps:

1. Fill in all facility fields
2. Upload training documentation
3. Click Save Provider & Facility Information

19.10 Tab 9: Follow-Up

Overview: View follow-up schedules and patient-submitted questionnaires.

Follow-Up Table Displays:

Column	Description
#	Follow-up number
SCHEDULED DATE	Date follow-up was created
DUE DATE	Scheduled Date + 3 days
STUDY FOCUS	Pain / Orthopedic / Wound Healing
STATUS	Scheduled / Completed / Late / Missed
COMPLETED AT	Date and time of submission
ACTION	View Questionnaire button (when completed)

Actions:

Action	Description
Create Schedule	Manually create a new follow-up
View Questionnaire	View patient responses (completed only)

Steps:

1. Click Create Schedule to add a follow-up (if needed) manually
2. For completed follow-ups, click View Questionnaire to review responses

Manually update the follow up:

Questionnaire View:

19.11 After All Pages: View & Edit

How to View Data:

• Click any tab to view saved information

How to Edit Data:

1. Click the tab you want to edit
2. Update the fields
3. Click Save at the bottom of the page

19.12 Quick Troubleshooting

Issue	Solution
Cannot access other tabs	Complete Tab 1 (Consent) first.
Cannot view questionnaire	Patient has not completed follow-up yet.

The Documents section allows you to access and download important clinic-related files.

Available Documents	Key Features
• Patient Consent Form • Study Protocol Documents • Other official clinic documents	• View available documents • Download documents securely • Access updated files anytime

Distributor Documents: If a Distributor uploads documents, they will also appear in this section for clinics to view and download.

The Marketing section is used to configure clinic marketing settings.

Access Condition	Purpose
This page is only visible to clinics associated with a Zizion Distributor.	Set up clinic marketing profile and configure AMP sub-account.

Steps to Complete Marketing Setup:

1. Go to Marketing from the sidebar.
2. Fill in the required business details:

Section	Fields
Basic Information	Business Name, Legal Business Name, Business Email, Phone Number, Website URL
Additional Details	Business Category / Niche, Currency, Industry Type

3. Click Submit.